Revise Course/Co-Curricular Information to apply to the In-Progress Term and Update Related Programs/Program Assessments

Updated: December 2022

User Roles: Institution Admin, College Admin, Department Admin, Program Coordinator

Outcome: The user is able to update Course/Co-curricular data (Syllabus Defaults, Course Learning Outcomes) and have the associated Course/Co-curricular Sections in the In-Progress term inherit that data, even if the impacted Course/Co-curricular Sections are included in an active Program Assessment.  The Sections must be unassigned from an Assessment and reverted to Faculty Pending status prior to updating the Course/Co-curricular in order to complete the process.  This guide will provide instructions on how to complete the steps to make urgent updates to Course/Co-curricular details to apply immediately to sections and active program assessments.

Part One:  Identify which Programs include the Course/Co-curricular Activity in the Curriculum Map
Part Two: Remove related sections from the Program Assessment

Part Three: Revise Program to update the revised Course/Co-curricular Activity

Step-by-Step...

Part One: Identify Program curriculum mappings to the Course/Co-curricular Activity you would like to update
(If you already know which Programs and Assessments include this Course/Co-curricular Activity, you may skip to Part Two)

1: Log into your AEFIS account 

2: Open the AEFIS Main Menu by selecting the three white horizontal lines in the top left-hand corner 

3: Navigate to Educational Experiences>Courses or Co-curricular/Co-curricular Activities

4: Use either the +Add Filter or the search bar to locate the desired Course/Co-curricular 

5: Select the Manage button 

6: Navigate to the left Course/Co-curricular menu item titled Associated Programs

7: This page will display all of the Programs which include this Course/Co-curricular in the Curriculum Map, which means that there may be an In-Progress Program Assessment for related Course/Co-curricular Sections

Part Two: Identify In-Progress Assessments related to this Course and Course Sections and unassign the related Course Sections
1: Open the AEFIS Main Menu by selecting the three white horizontal lines in the top left-hand corner 

2: Select Assessments from the Program Management Menu

3: Select +Add a Filter from the top left menu

4: Choose Term from the Filter menu, and select the In-Progress term

5: Use the Search option, or scroll to identify any Assessments for the Programs identified in the Associated Programs screen on the Course/Co-curricular you are updating

6: Select Manage next to the Assessment you would like to update

7: Navigate to the Assigned Courses menu on the left side of the Assessment

8: Use the Search in the Assigned Courses page to find the Course you are updating

9: Click the (Remove) button next to the Course/Co-curricular Section(s) associated with the Course you are updating.  This will unassign the Course/Co-curricular Section from the Assessment.  This is not permanent and can be restored.

10: Repeat steps 1-9 for any other Program Assessments identified in the Associated Programs Screen

11: You may now revert the related Course or Co-curricular sections to Faculty Pending status.  Visit our Updating Course Learning Outcomes for the In-Progress term guide or the How do Admins Update Course Syllabus Defaults and follow the additional steps to update the Course Syllabus or Course Learning Outcomes.  Once you complete the steps in that guide, please move on to Part Three.

Part Three: Update the Related Programs

1: Open the AEFIS Main Menu by selecting the three white horizontal lines in the top left-hand corner 

2: Select Programs from the Program Management Menu

3: Use the Search option, or scroll to identify any Programs identified in the Associated Programs screen on the Course/Co-curricular you are updating

4: Select Manage next to the Program you would like to update

5: Select the blue Revise button in the top right of the screen.  This will create an In-Revision version of the Program that will allow you to update the Course/Co-curricular and related mappings.

6: Navigate to the Educational Experiences through the left Program menu once the In-Revision Program loads

7: Locate the Course that was updated on the list of Educational Experiences and click the +Update button to the left of that Course/Co-curricular 

8: Navigate to Mapping By Course or Mapping by Outcome to update any Curriculum Mapping, if necessary  

9: Select the blue Publish button at the top right of the screen, and make sure that the in progress assessment update is toggled on, as seen below:

10:  Once the Program is published with the Assessments updated, you may proceed to the next set of instructions.

Part Four: Re-Assign the Updated Course/Co-curricular Sections to the Assessment

1: Open the AEFIS Main Menu by selecting the three white horizontal lines in the top left-hand corner 

2: Select Assessments from the Programs Menu

3: Select +Add a Filter from the top left menu

4: Choose Term from the Filter menu, and select the In-Progress term

5: Use the Search option, or scroll to identify any Assessments for the Programs identified in the Associated Programs screen on the Course/Co-curricular you are updating

6: Select Manage next to the Assessment you would like to update

7: Navigate to the Assigned Courses menu on the left side of the Assessment

8: Use the Search in the Assigned Courses page to find the Course you are updating

9: Click the (+Assign) button next to the Course/Co-curricular Section(s) associated with the Course/Co-curricular you are updating.  This will unassign Section from the Assessment.  

10: Repeat steps 1-9 for any other Program Assessments identified in the Associated Programs Screen